Front Desk Executive

Location: 47900 Bayside Pkwy, Fremont, CA

Shift: Monday – Friday, 8:00 AM – 5:00 PM

Summary:

The Front Desk Executive is the first point of contact for many of our customers and visitors. In this role, you will be required to greet and provide proper direction and information to people visiting or calling the company and be the main point of contact for inspecting regulatory and government agencies. Additional key responsibilities are to handle all aspects of vendor invoice processing and payment, including tracking outstanding balances, maintaining vendor records and ensuring accurate and timely payment. This role involves close coordination with vendors and internal departments to resolve any discrepancies, support audit processes, and provide essential financial documentation.

What You Will Do:

• Maintain phone queue, screen calls and transfer appropriately.
• Issue visitor badges/manage visitor management software.
• Maintain vendor training log and credentials.
• Invoice management:
  • Act as a liaison between vendors, finance partners, accounts payable, and other stakeholders to ensure smooth operations.
  • Review contracts, purchase orders, and service agreements for accurate billing alignment.
  • Manage vendor profiles and related invoices through the COUPA platform as the centralized business spend management system.
  • Address and resolve vendor billing inquiries and discrepancies.
  • Monitor outstanding invoices and payment statuses to support monthly and quarterly profit and loss maintenance.
  • Verify accuracy in all billing details, including invoice information, payment terms, and payment methods.
  • Provide month-end and year-end financial department spend accruals.

• Assist in the annual budgeting process by preparing baseline projections and coordinating input from team.

• Small vendor management: office coffee services, plant maintenance services, shredding company, etc.
• Prepare, review, and file training documentation, maintenance sheets, etc., for audit purposes.
• Schedule and maintain EV station and complete facilities work order submissions.
• Maintain the lobby and receptionist area in a clean and organized manner.
• General administrative duties such as team calendaring, managing shared mailbox, support shared service partners (café, security, etc.).

What You Need:
Required:

• High School Diploma or Equivalent
• 2+ Years Work Experience

Preferred:

• Experience with SAP, Oracle, and/or COUPA

$31.12/hr. – $42.70/hr., plus bonus eligible + benefits. Actual minimum and maximum may vary based on location. Individual pay is based on skills, experience, and other relevant factors.